Records retention,retrieval,and transfer process

Records Retention , Retrieval and Transfer Process

Determining the efficiency of any business is the records retention retrieval , and transfer process . Let 's evaluate the records system used by Harvard University in to determine whether or not the system employed by this top American University is effective

Considering for the academic year of 2005-2006 , Harvard had approximately 19 ,000 students and over 11 ,000 faculty members , we can see why it would need to have a top class records system (Harvard University , 2006

But does it ? How efficient is the Harvard records

system ? At the heart of the Harvard system is the records schedule . Records may be destroyed or transferred out of the office if they are listed on a records schedule . Schedules , authorized by the University Archivist , establish the lifecycle for each type of records (called "records series ) created by Harvard offices , indicating how long records must be retained and if they should be deposited in the Archives or destroyed when the retention period ends . The Harvard University General Records Schedule assigns retention periods for many types of administrative records (Countway Library of Medicine , 2006

Harvard 's retention policy is precise and definite . The policy of one particular type of record , cash received or disbursed and all monies received and deposited to bank accounts is detailed as follows : Records include petty cash balance sheets , cash receipt slips , credit card sales slips , cash register tapes , parking chits , departmental deposit vouchers , bank deposit slips , bank advices , bank statements , and related correspondence . The retention plan is summarized like this . All records except data entry source documents and data verification reports : 4 years . Data entry source documents and data verification reports : 6 months after final verification . After this , the records are transferred out (Administrative Systems E-News

After this evaluation , can we determine that the Harvard system is effective ? Yes . By strictly defining policies and procedures and ensuring that these are adhered to , the Harvard system serves many people quickly and efficiently

Works Cited

Administrative Systems , E-News , retrieved 20 Oct 2006 from the website HYPERLINK "http /vpf- " http /vpf- web .harvard .edu /training /enews /html /06apr20 .html

Countway Library of Medicine , 2006 , Authorization for Destruction of Records ' retrieved 20 Oct 2006 from the website HYPERLINK "http /www .countway .harvard .edu /archives /retention .shtml http /www .countway .harvard .edu /archives /retention .shtml

Harvard University , 2006 , Harvard at a Glance ' retrieved 20 Oct 2006 from the website http /www .news .harvard .edu /glance

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